Revenue Receiving Methods

Checks/Cash

Business units that receive funds in the form of cash or checks must use the TouchNet Web Departmental Deposit tool. Access to this tool is granted by the Office of Billing and Payment Services at the request of the user with the approval of the relevant campus finance office. Users who receive approval from their finance office must attend training (provided by the Office of Billing and Payment Services) prior to receiving access. Detailed instructions for both authorized and non-authorized users can be found here.

Please note the following:

  • The cashier’s window is located in the lower-level of White-Gravenor Hall, off of Red Square, and is open from 9am through 3pm, Monday through Thursday, and from 9:30am through 3pm on Friday
  • Checks must be denominated in US dollars, and drawn from a US-based bank
  • Users who make deposits using invalid accounting strings will receive a communication from the Office of Billing and Payment Services notifying them of the error; failure to respond within two business days will result in the deposit being routed to an unapplied deposits account, from which users will have to create an accounting journal to move the funds; more details on the deposit error correction policy can be found here

Credit Cards

To better ensure compliance with PCI DSS (Payment Card Industry Data Security Standards), Georgetown adopted a service-center model for managing credit-card processing. Service centers will be arranged by campus, with smaller business units qualifying for service-center status if:

  • The unit anticipates having greater than 200 transactions and $100,000 in sales per year
  • The unit requires a separate bank account to conduct its financial activity
  • The unit is in a foreign location
  • The unit has other special needs warranting a separate service center (subject to the approval of the Treasurer)

Each service center will be responsible for the following:

  • Ensuring PCI DSS compliance
  • Oversee authoirzations of credit-card processors and equipet
  • Reconciliation of credit card transactions

The proposed service center structure is as follows:

Main Campus
  • Central Service Center
  • Student Affairs
  • School of Continuing Studies
  • SFS-Q
Medical Center
  • Central Service Center
  • Pediactrics/CCHD
  • SNHS
Law Center
  • Central Service Center
  • CLE
University Services
  • Central Service Center
  • Advancement
  • GOCard
  • Office of BIlling and Payment Services

Questions should be directed to the appropriate service center or Treasury Operations.

EFT (Electronic Funds Transfer)

EFT payments may occur in two forms: Fedwire and ACH (Automated Clearing House). Fedwire constitutes a real-time transfer of funds, whereas ACH transactions occur in batches, and it may take a few business days for the funds to appear in the destination account. In either case, prospective payees will need to acquire the account information for the appropriate destination account. Inquiries of this sort should be made to the Director of Treasury Operations.

  • To receive EFTs from the Federal Government, an organization may be required to have an active profile in the Federal Government’s System for Award Management (SAM). As the process for creating and maintaining these profiles is complex, it may behoove business units to work with existing profile owners to receive funds. Currently, the following Georgetown departments have SAM profiles:

    • The Office of Billing and Payment Services
    • The Georgetown University School of Continuing Studies
    • Sponsored Projects Financial Operations